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In Word 2010 Essential Training, Gini Courter uses real-world examples to teach the core features and tools in Word 2010. The course starts off with an orientation of the Word 2010 interface, and then delves into the functionality at the heart of Word: creating, editing, and formatting documents. It also covers proofing documents, reviewing documents with others, sharing and securing documents, working with tables, and illustrating documents. Exercise files are included with the course.
We've been working on the revision of our employee manual for a while, and now it's all done. We are done editing. We are done reviewing. And we want to make sure that all of the reviewers stop, and no one continues on in their process. So we are going to finalize this document. A couple ways to do that. I'm going to click File to go Backstage. And with Info selected, I have choices of different ways to protect my document. We are going to take a look at Mark as Final first. You could think of this as protection, ultra-light.
If I mark my document as final, I'm told that it will be marked and then saved. I'll click OK, a dialog box that gives you some more information about Mark as Final. Now, I'll click OK again. And notice when I am Backstage it says this document has been marked as final to discourage editing. If someone else opens this document, which is currently marked Read-Only, or if I open it again, the Ribbon is hidden, and it says an author has marked this document as final to discourage editing. I can still review the document.
I can still find things in it, but I can't edit it, unless I am willing to click one button. Now, I can edit the document again. This doesn't feel like a lot of protection. In fact, it's not a security feature at all. I use Mark as Final myself for documents that I want to make sure I don't accidentally edit. But if I intentionally want to edit, Mark as Final isn't going to stop me. Almost the polar opposite of Mark as Final in the realm of protection is Encrypt with Password. This says not only do I not let you edit my document, you can't even open it unless you can provide a password.
So let's choose to Encrypt with Password, and then I'm going to enter a password. And I'll click OK and be prompted to enter it again. Note that you are told if you lose or forget this password, you're in deep trouble. And that's true. So this is a document that isn't just my document. This isn't my diary or my resume. This is a document that a number of us have worked on. So it makes sense in a work setting that there are other people who have the same password that we all use to control documents, that people in our area can access and people outside of our area shouldn't be editing, a shared password that we all know.
If I enter the wrong password accidentally, I'll be told that's not the same password, enter the same password. And I am going to say OK. Notice now a password is required to open this document. So I'm going to close the document now. It says do you want to save the changes you made? Part of the change that I made was applying a password, so I should say Yes. Now, I'm going to open this document again. And notice I'm prompted to enter a password.
If I enter the wrong password, I won't be editing this document. I can sit here and enter the wrong password for a long, long time and not be allowed into the document. And because it's encrypted, I can't get much information out of it if I can't open it. So if I have the proper password, I'll be allowed then to open the document and to edit it. If I want to remove a password from a document, the way you do that is go back to Encrypt with Password and delete the password.
Now, the document is no longer protected. We have some other choices about how we will protect the document and how we will restrict access to the documents that we've created. But if you want to protect the document, the strongest protection that you can provide is to encrypt it with a password in Microsoft Word 2010.
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